Personnel(ly) Speaking
Personnel Management
Systems, Inc.
Start Off the Year by Planning for a Disaster
True, this is not the most uplifting topic. Perhaps it’s a sign of the times – be it Katrina, 9/11, or simply the recent wind and snow storms that stranded millions of people. But disasters do happen, and we need to be prepared.
Unfortunately many businesses do not survive disasters. This is usually because of a lack of planning and preparedness. As business owners and managers, we have a responsibility to our employees, their families, and our customers to plan and have resources in place to survive a disaster.
Your goal for 2007 is to identify and plan for a disaster.
Where do we start?
First, identify the hazards. While it’s true many hazards are common to all organizations, it is important to identify the risks specifically relevant to your business. This will help your organization develop a plan customized to your workplace and unique situation.
What are the risks?
Identifying the risks will help you formulate a plan. Try and imagine what you would do if your business caught fire and burned to the ground. What would happen if a violent person walked into your office right now? What if you and your employees had to spend the night in the office? What would happen to your business if the owner died tomorrow? What if there was a construction accident and you couldn’t access your office? What if a train derailed behind your factory and spilled toxic chemicals?
Believe it or not, all
of these things happened right here in our community last year. We
are not immune.
Here are some items, from an HR standpoint, that should be considered:
Evacuation
Whether you work in an office, warehouse or a manufacturing plant there could be a situation where your employees need to evacuate. The evacuation itself could be dangerous if not conducted in a well-organized and planned fashion. Companies should establish “evacuation routes” and meeting places. Conduct drills and map out contingencies for such things as blocked stairways and removing the injured.
Office Closure
Have you had a situation where snow, wind or other severe weather closed the office but not all employees were notified? This creates a hazardous situation for employees as they attempt a dangerous and unnecessary commute. Companies should establish a way to communicate with their staff in case of emergency closure or severe weather. This could mean implementing a “phone tree,” changing the company voice mail message, posting a message on the website or sending an email to employees. In addition, employee telephone numbers, both home and cellular, should be kept current and accessible. Keep a copy at home; you may need to reach employees before the work day begins. Also consider putting a system in place to notify your customers of your closure and implementing an alternative communication method, such as forwarding your main telephone number to an alternative location.
Provisions
Being hungry, thirsty and cold is never fun. But a disaster might cause your employees to have to spend the night in the office. If this does happen, be equipped with water, food, first-aid kit, blankets, flashlights, batteries and a NOAA weather radio. Some disasters might require spending multiple days in your office. Provisions should be stored in an accessible, safe, dry location and “refreshed” at least annually. Inform employees where the provisions are kept; a disaster could strike on a weekend or after hours, when a full workforce isn’t in place.
Intruders
Intruders come in all types. An intruder could be a disgruntled customer, spouse, employee or former employee. He or she could be a criminal or thief or even a terrorist. It doesn’t matter. What matters is that an intruder could be violent and you need to protect yourself and your employees. Companies must have a security plan in place that may include video-monitored entrance doors, coded pass keys, panic buttons that call 911, safe rooms to which employees can run, special protective glass, evacuation routes, etc. Many police departments will meet with businesses to discuss security.
Safety Committee
Most businesses are required to have a Safety Committee whose task is to find and eliminate workplace hazards. Good prevention can often go a long way toward eliminating workplace risks. Safety Committees can also insure that the workplace has adequate first-aid kits and CPR-trained employees.
Computer and
Telephone Equipment
Many companies would come to a screeching stop if their telephone or computer system failed, was stolen, became inaccessible or was destroyed in a disaster. It could take days to replace the equipment and several more days to restore the data and reconfigure the system. This equipment is often the lifeline between businesses, customers and employees. Take the necessary steps to inventory equipment, to create system documentation to allow easier restoration, and to identify vendors capable of assisting your organization in the event of a disaster.
Data and Documents
Replacing phone and computer equipment is helpful but realistically, it is the data recovery that will get a business up and running again. Unfortunately, many business owners relegate data back-up to the IT department. Little thought is given to the real objective - what data do we really need to get back in business? Conduct a thorough, critical analysis and decide what data needs to be preserved in order to survive a disaster. This may include documents that are not on your server, i.e. tax returns, client and vendor contracts, leases, and personnel files. Scanning these types of documents into electronic files or maintaining them in a fireproof file cabinet may eliminate some of the risk.
Insurance
There are, of course, many types of insurance to protect companies from many different kinds of risks and to help survive the financial consequences of a disaster.
Medical and disability insurance can protect your employees from a catastrophic health condition. Key-person life insurance can help overcome the lost revenue from the death of a key sales person, or help pay to have a senior manager, founder or owner replaced.
Property insurance can pay for lost or ruined equipment in the event of theft, fire or other disaster. Liability and/or errors and omissions insurance can protect the company from third party lawsuits.
Review your insurance needs annually with a competent insurance professional. Disasters bring logistical problems; adequate insurance can alleviate some of the financial consequences.
Start planning now
While this newsletter deals primarily with the human resources issues that should be addressed when considering disaster planning, you may want to consider other issues as well. Property and inventory management, cash flow, and security following a disaster are equally important. The American Red Cross, FEMA and other state and local agencies offer excellent resources to assist businesses in planning.
Think about these scenarios as your 2007 planning is underway. Begin your preparation one step at a time. Form a Safety Committee if you don’t have one. Buy emergency supplies. Collect and update employee phone numbers. Take into account your particular situation including location, size, access to emergency services, building structure, etc. and decide what risks are likely. Planning is the key; otherwise we put our businesses and our employees at risk.
If you need assistance with forming a safety committee, workplace violence training, or any other Human Resources issue, call on Personnel Management Systems.
Personnel(ly) Speaking is a monthly comment on HR
issues of importance. It is intended to
provide general information and must not be construed as legal advice. Reproductions are allowed as long as credit
for this information is given to PMSI.
We welcome your comments, questions, and concerns. © PERSONNEL MANAGEMENT SYSTEMS, INC.,
Corporate Office (425) 576-1900, Colorado Office (720) 497-0200, www.hrpmsi.com.